Oil Record Book

Code guide

Version 1.1 - March 2020

 Contents

Introduction Code Page

The Oil Record Book is an official document that provides evidence that a vessel complies
All codes 3
with the instructions and operational requirements of MARPOL Annex I.
A 4
It is important that you know how to complete it correctly.
B 4
This guide explains the nine codes (A to I) that are used when you're recording operations in
the book along with examples of them being used. C 6

D 10
You can save or print this guide for your own reference.
E 14

F 16

G 18

H 19

Code Code Code I 21

A D G

Codes at Code Code Code

a glance C F I

Code Code Code

B E H

2
Codes at a glance
Contents

Code Page

A B C D All codes 3

A 4

Refers to the Refers to the Refers to the non- B 4

Refers to discharge of dirty collection, transfer automatic starting of
ballasting or ballast or cleaning and disposal of Oil discharge overboard,
transfer or disposal C 6
cleaning of water from oil fuel Residues (sludge)
fuel oil tanks. tanks and should for tanks listed otherwise of bilge
always be used in under 3.1 in the water which has D 10
conjunction with supplement to the accumulated in
Code A. IOPPC. machinery spaces.
E 14

F 16

G 18

H 19
E F G H I
I 21

Refers to
automatic starting Refers to the failure
of the oil filtering Refers to the Refers to the Refers to
of discharge
equipment and also accidental or bunkering of additional
overboard, transfer
covers the alarm and other fuel or bulk operational
or disposal
automatic stopping exceptional lubricating oil. procedures and
otherwise of bilge
device. discharges of general
water which has
oil. remarks.
accumulated in
machinery spaces.

3
 Code A and B
Contents

Code A refers to ballasting or cleaning of fuel oil tanks. Code Page

In the Oil Record Book you must include the following:

1. Identify of tank(s) ballasted. All codes 3

2. Whether cleaned since they last contained oil and, if not, type of oil previously carried.
A 4
3. Cleaning process:
B 4
3.1 position of ship and time at the start and completion of cleaning;
3.2 identify tank(s) in which one or another method has been employed (rinsing through, steaming, cleaning
with chemicals; type and quantity of chemicals used, in m3); C 6
3.3 identify of tank(s) into which cleaning water was transferred.
D 10
4. Ballasting:
E 14
4.1 Position of ship and time at start and end of ballasting;
4.2 Quantity of ballast if tanks are not cleaned, in m 3.
F 16

G 18

Code B refers to the discharge of dirty ballast or cleaning water from oil fuel tanks H 19
and should always be used in conjunction with Code A.
I 21
You must include the following:

5. Identify of tank(s)
6. Position of ship at state of discharge
7. Position of ship on completion of discharge
8. Ship’s speed(s) during discharge
9. Method of discharge
9.1 Through 15ppm equipment
9.2 To reception facilities
10. Quantity discharged, in m3

4
Examples of code A&B
Contents

Code Page

All codes 3

A 4

B 4

C 6

D 10

E 14
Cleaning water transferred to bilge tank and then processed and discharged overboard
F 16

G 18

H 19

I 21

Cleaning water transferred to sludge tank and then delivered ashore

5
 Code C
Contents

Code C refers to the collection, transfer and disposal of oil residues (sludge) for tanks listed under
Code Page
3.1 in the supplement to the IOPPC.
You must record the following:
11. Collection of oil residues (sludge) All codes 3
11.1 Identity of tank(s)
11.2 Capacity of tank(s) (m3) A 4
11.3 Total quantity of retention (m3)
11.4 Quantity of residue collected by manual operation (m 3) B 4
12. Disposal of oil residues (sludge)
12.1 to reception facilities (identity port) Weekly (but never more than once C 6
12.2 transferred to another tank(s) a week) collection of oil residues
12.3 incinerated (indicated total time of operation) (sludge) for tanks listed under 3.1 D 10
12.4 other method (state which) in the supplement to the IOPPC.
E 14

F 16

G 18

H 19

I 21

The quantity of oil residues (sludge) retained on board must be recorded once a week even if the
voyage lasts more than one week.
6
 Collection of Oil residues (sludge)
Code C cont.
Contents

Code Page

All codes 3

Sludge generation A 4
Expected weekly sludge
generation should be around 0.8% B 4
- 1.0% of HFO plus 0.5% of DO
consumption. C 6

D 10

E 14

F 16

G 18
Sludge Tanks
The identity of the oil residue (sludge)
H 19
tanks listed under C11.1 and their
capacity recorded under C11.2 should be
I 21
in strict compliance with section 3.1 of
IOPPC.

Collection of oil residues (sludge) by manual operation.

7
Transfer of oil residues (sludge) to reception facilities
Receipts
A receipt should be obtained from the operator of
the reception facility, detailing the quantities of oil
residues delivered, including the date and time of Contents
transfer. It should be kept with the ORB.
Code Page

All codes 3

A 4

B 4

C 6

D 10

E 14

F 16

G 18

H 19

I 21

Transferred from one oil residue (sludge) tank to another oil

residue (sludge) tank 8
 Incineration oil residues

Code D
Contents

Code Page

All codes 3

12.3 A 4
Incineration of oil residues
(sludge). B 4

C 6

D 10

E 14
Other methods of dealing with sludge are allowed only when the
relevant section of the IOPPC is marked accordingly. F 16

G 18

H 19
12.4
Other methods of transfer or I 21
disposal of oil residue. In this
case, burning in auxiliary
boiler.

12.4 12.4
Other methods of transfer or disposal of Other methods of transfer or disposal of
oil residue, in this case, evaporation. oil residue. In this case regeneration of
fuel oil from sludge.
9
 Code D
Contents

Code D refers to the non-automatic starting discharge overboard, transfer or

disposal otherwise of bilge water which has accumulated in machinery spaces. You Code Page

must record the following:

All codes 3
13. Quantity discharged, transferred or disposed of, in m 3
14. Time of discharge, transfer or disposal (start and stop) A 4
15. Method of discharge, transfer or disposal;
15.1 through 15ppm equipment (state position at start and end) B 4
15.2 to reception facilities (identify port)
15.3 to slop or holding tank or other tank(s) (indicate tank(s); state quantity retained in tank(s), in m 3) C 6

D 10

E 14

F 16

G 18

H 19

I 21

15.1
Through 15ppm
Non-automatic starting of discharge overboard of bilge water from equipment (Oily
bilge tank through 15ppm equipment (OWS) Water Separator)
overboard.

10
Non-automatic starting of discharge overboard of bilge water
from bilge tank through 15ppm equipment (OWS).

Contents

Code Page

All codes 3

Note: A 4
The vessel must be en route and the quantity
disposed overboard should not exceed the B 4
capacity of the OWS for the operation time.
C 6

D 10

E 14

F 16

G 18

H 19

I 21

Non-automatic starting of discharge overboard of bilge water, from bilge

wells through 15ppm equipment when the operation continues for more than
one watch period. 11
CodeTransfer
C of bilge water to reception facilities
Contents

Code Page
Note
Obtained a receipt from the operator of
the reception facility detailing the All codes 3
quantities of oil residues delivered
including date and time of the transfer. A 4

B 4

C 6

D 10

E 14

F 16
15.2
To reception facilities
G 18
(identify port).

H 19

I 21

15.3
Transfer to slop tank or holding tank
from bilge wells to a sludge tank. Transfer of bilge water to slop tank or holding tank
12
Code C
Contents
Transfer of bilge water to slop tank or holding tank

Code Page

All codes 3

A 4

B 4

C 6

D 10

E 14

F 16

G 18

H 19

I 21

Note
If this operation is a manually initiated operation (i.e. by pump tripped
by an operator) to a sludge tank listed in the IOPPC, then it is to be
recorded with code C 11.4 (in conjunction with C11.1, 11.2 and 11.3).

13
 Code E
Contents

Code E refers to automatic starting of discharge overboard, transfer or disposal

otherwise of bilge water which has accumulated in machinery spaces. You must record Code Page
the following:
All codes 3
16. Time and position of ship at which the system has been put into automatic mode of operation for discharge
overboard, through 15ppm equipment. A 4
17. Time when the system has been put into automatic mode of operation for transfer of bilge water to holding tank B 4
(identity tank).
C 6
18. Time when the system has been put into manual operation.
D 10
Note: Very few ships have automatic discharge, normally a code D should be used. If in doubt,
check with your Chief Engineer or Superintendent. E 14

F 16

G 18

H 19

I 21

16
This code is to be used when there is
an automatic system on board which
starts when the bilge tank level
indicator activates bilge water
discharge overboard through 15ppm
equipment OWS.
Automatic discharge overboard of bilge water through 15
ppm equipment (OWS) 14
 Contents

Code Page

All codes 3

A 4

B 4

C 6

D 10

E 14

F 16

G 18

H 19

I 21

17
This code entry is used when there is an
automatic system on board which starts when the
bilge water transfers to a holding tank.

15
 Code F
Contents
Code F refers to the failure of the oil filtering equipment and also covers the alarm and automatic
stopping device. Code Page

On the date where the system is functional again, a new entry, using code F 19 /20 /21, should be
made where F 19 is the date and the time of the initial failure and F 20 is the time the system is All codes 3
functional again. A 4
19. Time of system failure.
B 4
20. Time when system has been made operational.
C 6
21 . Reasons for failure.
D 10
A code ‘I’ entry should also be made indicating that the overboard value was sealed shut due to nonworking Oil Filtering Equipment or Oil
Content Meter. E 14

F 16

G 18

H 19

I 21

Condition of the Oil Filtering Equipment

16
 Condition of the Oil Filtering Equipment

A code ’I’ entry should also be made indicating Contents

the overboard valve was sealed shut and then
again when it was unsealed.
Code Page
Code I will be covered later in the guide.

All codes 3

A 4

B 4

C 6

D 10

E 14

F 16

G 18

H 19

I 21

Note:
20 and 21 might be unknown at the
time, especially code 20 if spare
parts need to be ordered.

17
 Code G
Contents

Code G refers to the accidental or other exceptional discharges of oil.

Code Page
The following numbers should be used with code G:

22. Time of occurrence.

All codes 3
23. Place or position of ship at time of occurrence.
24. Approximate quantity and type of oil.
A 4
25. Circumstances of and reasons for discharge or escape, and general remarks.

B 4
Accidental or other exceptional discharges of oil
C 6
Note:
This example would also require a code F
D 10
entry for failure of equipment.
E 14

F 16

G 18

H 19

I 21

18
 Code H
Contents
Code H refers to the bunkering of fuel or bulk lubricating oil.
Code Page
26.1 Place of bunkering.
26.2 Time of bunkering.
26.3 Type and quantity of fuel oil and identity of tank(s) (state quantity added, in tonnes and total content of tank(s)).
26.4 Type and quantity of lubricating oil and identity of tank(s) (state quantity added, in tonnes and total content of tank(s)). All codes 3

A 4

Fuel bunkering for HFO Bunker Delivery Note B 4

A Bunker Deliver Note (BDN) is to be
received by the bunker operator. The C 6
quantities of the BDM should correspond
(as converted) to the figures entered in D 10
the ORB.
E 14

F 16

G 18

H 19

I 21

Sulphur Content
Sperate Entries Sulphur Content (%) should
Separate entries are also be recorded for the type
required for each grade of of fuel.
fuel oil bunkered. 19
.
 Contents

Code Page

All codes 3

A 4

B 4

C 6

D 10

E 14

F 16

G 18

H 19

I 21
Note:
This code only requires
entries in metric tonnes, whilst
other codes require cubic
metres.
Note:
This code only requires
entries in metric tonnes, whilst
other codes require cubic
metres.

20
 Code I
Contents

Code I refers to additional operational procedures and general remarks. Examples include:
Code Page
• OWS / OCM alarm tests and verification of the 15ppm alarm system.
• OWS / OCM cleaning or maintenance of the unit in general.
• Any extraneous emergency drain of oil to the engine room bilges. All codes 3
• Outcome of the ORB audits and errors noted.
• Tests / checks / verifications / maintenance on associated equipment.
• Sealing / unsealing of associated overboard valves. A 4
• De-bunkering of fuel oil.
• Recording environmental tag system seal numbers. B 4

C 6
Note:
The condition of the 15ppm D 10
bilge separator covers also the
15ppm bilge alarm and the E 14
automatic stopping device.
F 16

G 18

H 19

I 21

Breaking of seal of the 15ppm bilge separator overboard valve

when the operation of the separator has been restored Note:
A code ‘I’ entry should also be
made, indicating that the seal
of the overboard valve was
broken when the operation of
the 15ppm bilge separator was
restored.
21
 Date
Current date.
Code E
Signature Contents
Signature of Officer
making ’I’ entry.
Code Page

Signature
Signature of Officer making missed entry. All codes 3

A 4

Signature B 4
Signature of responsible person for the
transfer. C 6

D 10
Example of a missed operational entry
E 14
Date
Date of original operation. F 16

G 18

H 19

I 21

Receipt
Include receipt and
certificate from receiver for
amount and type of fuel oil
de-bunkered.
De-bunkering of fuel oil (in case of out-of-spec fuel)

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Marlins - March 2020